MODULE 2: PART-1: INTRODUCTION TO MS EXCEL INTRODUCTION TO
MOHAMED JABIR P K SPREAD SHEET –MS EXCEL - CREATING & EDITING WORKSHEET, ASSISTANT PROFESSOR FORMATTING AND ESSENTIAL OPERATIONS - FORMULAS AND DEPARTMENT OF COMPUTER SCIENCE FUNCTIONS – CHARTS WHAT IS A SPREADSHEET? 1. A Spreadsheet is a computer application that is designed to add, display, analyze, organize, and manipulate data arranged in rows and columns. 2. It is the most popular application for accounting, analytics, data presentation, etc. 3. In other words, spreadsheets are scalable grid-based files that are used to organize data and perform calculations. 4. People all across the world use spreadsheets to create tables for personal and business usage. FOR EXAMPLE 1. You may track data in a spreadsheet and see sums, differences, multiplication, division, and fill dates automatically, among other things. 2. Microsoft Excel, Google Sheets, Apache Open Office, LibreOffice, etc. are some spreadsheet software. 3. Among all these software, Microsoft Excel is the most commonly used spreadsheet tool and it is available for Windows, macOS, Android, etc. MICROSOFT EXCEL GOOGLE SHEETS Google Sheets is a spreadsheet application included as part of the free, web-based Google Docs Editors suite offered by Google. Google Sheets is available as a web application; a mobile app for: Android, iOS, and as a desktop application on Google's ChromeOS. The app is compatible with Microsoft Excel file formats. APACHE OPEN OFFICE
OpenOffice.org, commonly known as
OpenOffice, is a discontinued open- source office suite. Active successor projects include LibreOffice, Apache OpenOffice, Collabora Online and NeoOffice. OpenOffice was an open- sourced version of the earlier StarOffice, which Sun Microsystems acquired in 1999 for internal use. LIBREOFFICE LibreOffice is a free and open-source office productivity software suite, a project of The Document Foundation. It was forked in 2010 from OpenOffice.org, an open-sourced version of the earlier StarOffice. WHAT IS AN EXCEL SPREADSHEET? 1. A collection of spreadsheets is known as a workbook. Every Excel file is called a workbook. 2. Every time you start a new project in Excel, you’ll need to create a new workbook. 3. To create a new worksheet or access an existing one, you can either start from scratch or utilize a pre-designed template. 4. A single Excel worksheet is a tabular spreadsheet that consists of a matrix of rectangular cells grouped in rows and columns. It has a total of 1,048,576 rows and 16,384 columns, resulting in 17,179,869,184 cells on a single page of a Microsoft Excel spreadsheet where you may write, modify, and manage your data. FEATURES OF SPREADSHEET: ROWS AND COLUMNS:
1. Rows and columns are two distinct features in a spreadsheet that
come together to make a cell, a range, or a table. 2. In general, columns are the vertical portion of an excel worksheet, and there can be 256 of them in a worksheet, whereas rows are the horizontal portion, and there can be 1048576 of them. THE COLOR LIGHT GREEN IS USED TO HIGHLIGHT ROW 3 WHILE THE COLOR GREEN IS USED TO HIGHLIGHT COLUMN B. EACH COLUMN HAS 1048576 ROWS AND EACH ROW HAS 256 COLUMNS. FORMULAS: 1. In spreadsheets, formulas process data automatically. 2. It takes data from the specified area of the spreadsheet as input then processes that data, and then displays the output into the new area of the spreadsheet according to where the formula is written. 3. In Excel, we can use formulas simply by typing “=Formula Name(Arguments)” to use predefined Excel formulas. 4. When you write the first few characters of any formula, Excel displays a drop-down menu of formulas that match that character sequence. SOME OF THE COMMONLY USED FORMULAS ARE: 1. =SUM(Arg1: Arg2): It is used to find the sum of all the numeric data specified in the given range of numbers. 2. =COUNT(Arg1: Arg2): It is used to count all the number of cells(it will count only number) specified in the given range of numbers. 3. =MAX(Arg1: Arg2): It is used to find the maximum number from the given range of numbers. 4. =MIN(Arg1: Arg2): It is used to find the minimum number from the given range of numbers. 5. =TODAY(): It is used to find today’s date. 6. =SQRT(Arg1): It is used to find the square root of the specified cell. THE RANGE OF VALUES ON WHICH YOU WANT TO AVERAGE IS DEFINED BY D2:D6. THE FORMULA IS LOCATED NEAR THE NAME FIELD ON THE FORMULA TAB. DATA FILTERING AND VISUALIZATION 1. You can create tables, dropdown lists, filters and other tools to organize the information in your spreadsheet. 2. Most spreadsheet software also comes with built-in tools to showcase your data visually, including bar charts, graphs and pie charts in various styles and colors. CUSTOM FORMATTING 1. With a few simple clicks, you can apply different formatting to separate information, create headers, merge cells into larger boxes, and otherwise customize the look and feel of your spreadsheet. 2. You can also use conditional formatting features to change a cell’s color or text style when certain information is present or missing. 3. This can help you keep tabs on specific information quickly, instead of combing through each cell to find what you need. FUNCTIONS OF SPREADSHEET 1. In spreadsheets, the function uses a specified formula on the input and generates output. 2. Or in other words, functions are created to perform complicated math problems in spreadsheets without using actual formulas. 3. For example, if you want to find the total of the numeric data present in the column then use the SUM function instead of adding all the values present in the column. TEXT MANIPULATION: 1. The spreadsheet provides various types of commands to manipulate the data present in it. 2. Pivot Tables: It is the most commonly used feature of the spreadsheet. 3. Using this table users can organize, group, total, or sort data using the toolbar. 4. Or in other words, pivot tables are used to summarize lots of data. It converts tons of data into a few rows and columns. USES OF SPREADSHEETS 1. Finance: Spreadsheets are used for financial data like it is used for checking account information, taxes, transaction, billing, budgets, etc. 2. Forms: A spreadsheet is used to create form templates to manage performance review, timesheets, surveys, etc. 3. School and colleges: Spreadsheets are most commonly used in schools and colleges to manage student’s data like their attendance, grades, etc. 4. Lists: Spreadsheets are also used to create lists like grocery lists, to-do lists, contact detail, etc. 5. Hotels: Spreadsheets are also used in hotels to manage the data of their customers like their personal information, room numbers, check-in date, check-out date, etc. COMPONENTS OF SPREADSHEETS 1. TitleBar: The title bar displays the name of the spreadsheet and application.
2. Toolbar: It displays all the options or commands available in Excel for use.
3. NameBox: It displays the address of the current or active cell. 4. Formula Bar: It is used to display the data entered by us in the active cell. Also, this bar is used to apply formulas to the data of the spreadsheet.
5. Column Headings: Every Excel spreadsheet contains 256 columns and each column present in the spreadsheet is named by letters or a combination of letters.
6. Row Headings: Every Excel spreadsheet contains 65,536 rows and each row present in the spreadsheet is named by a number. 7. Cell: In a spreadsheet, everything like a numeric value, functions, expressions, etc., is recorded in the cell. Or we can say that an intersection of rows and columns is known as a cell. Every cell has its own name or address according to its column and rows and when the cursor is present on the first cell then that cell is known as an active cell. 8. Cell referring: A cell reference, also known as a cell address, is a way for describing a cell on a worksheet that combines a column letter and a row number. We can refer to any cell on the worksheet using cell references (in excel formulae). As shown in the above image the cell in column A and row 1 is referred to as A1. Such notations can be used in any formula or to duplicate the value of one cell to another (by using = A1). 9. Navigation buttons: A spreadsheet contains first, previous, next, and last navigation buttons. These buttons are used to move from one worksheet to another workbook. 10. Sheet tabs: As we know that a workbook is a collection of worksheets. So this tab contains all the worksheets present in the workbook, by default it contains three worksheets but you can add more according to your requirement. HOW TO CREATE A NEW SPREADSHEET OR WORKBOOK To create a new spreadsheet follow the following steps: Step 1: Click on the top-left, Microsoft Office button and a drop-down menu appear. Step 2: Now select New from the menu. SAVING THE WORKBOOK In Excel we can save a workbook using the following steps: Step 1: Click on the top-left, Microsoft office button and we get a drop-down menu: Step 2: Now Save or Save As are the options to save the workbook, so choose one. Save As: To name the spreadsheet and then save it to a specific location. Select Save As if you wish to save the file for the first time, or if you want to save it with a new name. Save: To save your work, select Save/ click ctrl + S if the file has already been named. INSERTING TEXT IN SPREADSHEET Excel consists of many rows and columns, each rectangular box in a row or column is referred to as a Cell. So, the combination of a column letter and a row number can be used to find a cell address on a worksheet or spreadsheet. We can refer to any cell in the worksheet using these addresses (in excel formulas). The name box on the top left(below the Home tab) displays the cell’s address whenever you click the cell. HOW TO EDIT/ DELETE CELL CONTENTS IN THE SPREADSHEET
To delete cell content follow the following steps:
Step 1: To alter or delete the text in a cell, first select it. Step 2: Press the Backspace key on your keyboard to delete and correct text. Alternatively, hit the Delete key to delete the whole contents of a cell. You can also edit and delete text using the formula bar. Simply select the cell and move the pointer to the formula bar. WHAT IS AN EXCEL FORMULA 1. You can use Excel formulas to find patterns in the values in your spreadsheet’s cells, conduct calculations on those values, and then return the results to the cell of your choice. 2. Some basic Excel formulas include those for sum, subtraction, percentage, division, average, even dates and times, and a lot more. 3. For example: =A1+A2+A3+A4+A5, which finds the sum of the range of values from cell A1 to cell A5. WHAT IS AN EXCEL FUNCTION Where a formula in Excel is a mathematical expression that computes the value of a cell, functions in Excel are already existing preset formulas in Excel. Based on the values supplied as arguments or parameters, functions perform certain calculations in a specific order. For example: =SUM (A1:A10). This function adds up all the values in cells A1 through A10. 10 BASIC EXCEL FORMULAS AND FUNCTIONS 1. SUM 2. COUNT 3. COUNTA 4. COUNTBLANK 5. AVERAGE 6. MIN Excel 7. MAX Excel 8. LEN Excel 9. TRIM Excel 10. IF Excel HOW TO CREATE FORMULAS IN EXCEL In the most recent versions of Excel, you may discover and enter Excel formulas into particular cells of your spreadsheet by navigating to the top menu bar and clicking on Formula and selecting the type of formula. EXAMPLE: 1. In the below example to calculate the sum of price of all the fruits, in B9 cell type =SUM(B3:B8). 2. This will calculate the sum of B3, B4, B5, B6, B7, B8 Press “Enter,” and the cell will produce the sum: 430. SUBTRACTION
To use the subtraction formula in Excel, enter the cells you
want to subtract in the format =SUM (A1, -B1). This will subtract a cell from the SUM formula by appending a negative sign before the cell is subtracted.
Example: If A3 was 300 and B3 was 225, =SUM(A1, -B1)
would perform 300 + -225, returning a value of 75 in D3 cell. REFERENCES https://www.geeksforgeeks.org/introduction-to-excel-spreadsheet/ https://www.geeksforgeeks.org/basic-excel-formulas-and-functions/
